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Automatic Notifications

Automatic Notifications​

Overview​

Automatic Notifications are predefined messages sent by email without any user interaction. Each message has a default template that can be customized.

Types of Automatic Notifications​

  1. Task Notification:

    • Sent as soon as a task is allocated.
    • If a task is assigned to multiple people, all users receive the notification.
    • Contains basic information about the allocated task.

    Activation Steps:

    • Open the Process model in the first step of the Process Wizard.
    • Right-click the Activity requiring a message and select Properties.
    • Mark the Notify option to send a message to all assigned users.
    • Repeat for all Activities requiring this configuration and save the model.

    Task Notification Activation

  2. Cancel Notification:

    • Sent as soon as a case is canceled to all users currently allocated to the Activity.
    • Contains basic information about the canceled case.

  3. Task Alarm Notification:

    • Sent when an Alarm is configured for a specific task.
    • Triggered when a task's duration meets the Alarm's conditions.
    • Sent to the allocated user and their boss based on the Alarm's configuration.

    Important:

    • Task duration must be defined for alarms to work correctly.
    • Without a defined duration, Bizagi cannot determine when to send an alarm.

    Note:
    Activate the Notify by Mail option in the Work Portal for users to receive emails. Refer to Users Administration for more information.

Modifying Automatic Notifications Template​

Automatic Notifications have a default template that can be customized. However, no business information can be included because the template is global and applies to all tasks across all Processes in a project.

  1. Open Bizagi Studio, go to the Configuration tab, and click Business.
    Select the Notifications option from the left panel.

    Notifications Option

  2. Click Edit to open the default message template.

    Edit Template

  3. Customize the Display Name and the Body.

    • Use the open angle bracket < to access options like:
      • A link to the case
      • Today's date
      • The case creator's name
    • Ensure you close the variables with the close angle bracket >.

    Recommendation:

    • Do not change the Name of the template.
    • The Display Name is what end users see when receiving an Automatic Notification.

    When finished, click OK.